[AP] How to void a payment/AP check when the month is closed?

When using the AP Prior Month Payment Reversal you can reverse a payment posted in a previous month, and not affect the GL in the closed month. 

What happens when a payment is reversed?

When a check is reversed, the system automatically generates a prepaid reversing transaction in the batch month, not the month the payment was originally made. This transaction is identical to the original transaction, except that a negative amount is posted. If you are reversing a check that paid retainage, the prepaid reversing transaction includes the retainage amount.

If there were multiple transactions paid by the check, a reversing entry is created for each original transaction. The reversing transactions are posted to the current batch month. They are assigned the same check number as the original, but with a new sequence. When the check is posted (via AP Prepaid Process), it is added to CM, as well as to the Payment History tables (APPH, APPD). The positive and negative sequences of the check will net to zero, and may be cleared on the next check reconciliation. They will not be marked as void.

For example:

Original Transaction:

Original Payment:

Reversing Transaction:

Reversing Prepaid:

If you want to reinstate the invoice transaction so that it is available again for payment, check the Create Open Transaction(s) in Batch Monthbox. Once all the reversing entries are made, a new payable transaction matching the original transaction is generated and posted to the current batch month, as shown below.

New Transaction:

The subledgers and GL will be updated when the expense batch is posted. The transaction is then available for payment like any other transaction.

NOTE:

• This process will not work if the check to be reversed has been cleared in Cash Management
• When the original AP transaction is anything except expense type you may need to reopen a PO or SL, reopen a job or allow posting to a closed job, reopen a WO etc. 
• To find out what type of AP transaction you are reversing the AP Vendor Drilldown report is a great resource.

 Enter the CM Account, Check number and Seq # in the appropriate fields. (If you're not sure what sequence hit F4, typically this is 0)

1. Specify the Pre-paid Date - This will be the date of the offsetting transactions you are creating with the reversal. Initially this defaults to the last day of the reversal batch month. This may be overwritten, but should be within the batch month.

   STOP - If you need to Create a new Open Transaction as well, check this box now before hitting Update. When checked the system will create a new open transaction in the same batch month so payment can be reissued.

2. Click the Update button - receive message below.

3. Click Post button and validate and post the batch.

4. Once the batch posts, you will be prompted to update the new payment information to CM and GL. Click "Yes".  This will create the reversing payment entry.

5. Create a new batch in the same month you did the check reversal in.

6. Enter any restrictions needed and click the Update button to pull the prepaid transaction into the batch.

7. Once the transaction is added, click the Post button and validate and post the batch.